Cleaning services
Books and taxes for medical office cleaning companies.
Nightly cleaning for a dental office and two clinics, hospital-grade disinfectant that costs more than standard supplies, sharps container disposal fees, and a property manager who wants proof of insurance every year. Gus sorts all of it, an accountant checks every transaction, and you get one number a month.
- From $197 a month
- An accountant on every transaction
- Cancel whenever
March came in at $7,700. The new dental office contract started this month, and it is already a bigger account than either of the two clinics.
- Riverside Clinic invoiceClinic contracts
- Dental office invoiceDental office contracts
- Night crew payrollCrew wages
- Hospital-grade disinfectant orderMedical-grade supplies
- Sharps container pickupBiomedical waste disposal
Why your books are different
Medical office cleaning books go wrong in the same few places.
A generalist sees deposits and bills. Your business runs on hospital-grade disinfectant that costs more than standard cleaning supplies, sharps and biomedical waste disposal, and clinic contracts that expect a certificate of insurance on file. When the books do not know that, you cannot see whether an account is priced right.
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1
Hospital-grade supplies cost more than standard cleaning chemicals
Disinfectants approved for clinical settings often cost several times what a standard janitorial supply costs, and if it is all lumped into one general supplies line, you cannot see whether a medical account is actually priced to cover it.
What we doKeeps medical-grade supplies in their own line so the real cost of servicing a clinical account is visible. -
2
Sharps and biomedical waste disposal fees get missed
Some medical office contracts involve emptying and arranging pickup for sharps containers, which comes with its own regulated disposal fee that is easy to overlook if it is not billed and tracked separately.
What we doKeeps biomedical waste disposal costs in their own line so nothing gets missed when pricing or renewing a contract. -
3
A single new clinic contract can dwarf the rest of the business
Landing one dental office or clinic contract can bring in more revenue than several smaller accounts combined, and if all contracts are tracked as one lump sum, it is hard to see how dependent the business has become on one account.
What we doKeeps each contract's revenue visible so you can see how concentrated the business is in any one client. -
4
Night-shift wages look inconsistent without job detail
Medical offices are almost always cleaned after hours, and a crew working three sites on staggered nightly schedules can make payroll look erratic if the hours are not tied back to which site they were for.
What we doKeeps wages tied to the site and shift they were paid for, so payroll makes sense against the actual schedule.
Your categories
The categories Gus keeps for a medical office cleaning company.
Set up once for how you get paid and what you spend. You never pick a category. He does, and an accountant checks it.
Money in
- Clinic contractsStanding nightly agreements with medical clinics.
- Dental office contractsStanding agreements specific to dental practices.
- Deep clean add-onsPeriodic deep cleans billed on top of standard nightly service.
- Emergency cleanup callsOne-off calls for spills or incidents outside the regular schedule.
Money out
- Crew wagesNight-shift pay, kept tied to the site and hours worked.
- Medical-grade suppliesHospital-grade disinfectants and other clinical-standard cleaning products.
- Biomedical waste disposalSharps container pickup and regulated medical waste hauling fees.
- Vehicles and fuelThe vehicle moving crew and supplies between clinic sites.
- Insurance and bondingLiability coverage, including the certificate of insurance clinics often require.
What we watch for you
- Client concentration
How much of your revenue comes from your single largest contract. High concentration is a real risk worth watching.
- Supply cost per site
Medical-grade supply costs divided across contracts. It shows whether each account is priced to cover clinical-standard supplies.
- Labor share
Night-shift wages against money in. It tells you when a contract's price needs to move.
- The set-aside
What you will owe, tracked every month, so April is a number you already knew.
Ask Gus
Things medical office cleaning owners ask Gus.
Text him like you would text anybody. He answers in plain English, and when a question is above his pay grade, an accountant looks and gets back to you.
It is worth knowing. I keep each contract visible on its own, so you can see how much of your income now depends on one client.
I keep medical-grade supply costs in their own line, so you can compare that cost against what each clinic account actually pays.
That document comes from your insurance provider, not from me. I keep your insurance costs tracked in the books so the accountant sees the full picture, but the certificate itself is between you and your carrier.
The tax side
The tax side of a medical office cleaning business.
Most of what goes wrong here is the extra cost of clinical-standard supplies and disposal. Get those tracked and the rest tends to be steady.
What your return has to get right
Your accountant signs it, so it gets done right the first time.
- Contractor 1099sAny subcontracted cleaner or waste hauler paid $2,000 or more in 2026 who is not on your payroll gets a 1099-NEC by January 31.
- Employee or contractorA crew member working your schedule with your supplies at an assigned clinic is usually an employee. Gus flags it if a pay pattern starts looking like that.
- Vehicle costsThe vehicle moving crew and supplies between clinics can deduct business mileage at 72.5 cents a mile from January through June 2026 and 76 cents a mile from July through December 2026, or actual vehicle costs instead.
- The pass-through deductionMost owner-operators can take up to 20 percent of business profit off their taxable income. It comes out right when the books are right all year.
Deductions medical office cleaning companies miss
Your bookkeeper knows what to look for in your statements. You never have to.
- Hospital-grade disinfectant
- Sharps container disposal fees
- Biomedical waste hauling
- Vehicle fuel and repairs
- Liability insurance
- Uniforms and gloves
- Background check fees for crew
- Phone for scheduling
- Storage for medical-grade supplies
- Business licenses
- Workers compensation premiums
- Floor and surface care equipment
General information about 2026 federal rules, not advice for your business. Your accountant looks at your actual numbers before anything gets filed.
All year, not just April
A medical office cleaning year, kept every month.
Clinic contracts run steady year-round. Your taxes come on a schedule. Your team keeps you ahead of it. Every month in between, your bookkeeper closes the books and speaks up the moment something looks off.
- January
Plan the year
Last year's return gets started, contractor 1099s are ready, and you get a monthly set-aside so April is already handled.
- April
Filed. Done.
Your return is filed and signed. No surprise bill, because the set-aside has been running since January.
- July
Halfway check
Where you stand, what you will owe, and whether a new contract changed the number.
- October
Before contracts renew
Before annual contract renewals, Gus looks at equipment worth buying and moves worth making before December.
What you get
What you pay depends on what your business needs, and it does not move after that, busy season or slow. No hourly bills, no surprise invoices, no setup fee.
Book a call- Monthly bookkeeping
Every transaction sorted into categories set up for medical office cleaning companies. You never categorize a thing.
- An accountant checks every transaction
Real review, every month, before your books close. Not a spot check.
- Your business tax return, filed
Prepared, reviewed, and signed by that same accountant every year.
- The monthly number
What you made, what you spent, what to set aside for taxes.
- Your own bookkeeper
A real person assigned to your business, in the app whenever you need them. No hold music.
- On your books all year
Every month, not just in April. Your team speaks up whenever something is worth your attention.
- Cancel any time
No contract. No cancellation call. Your books are yours.
Straight answers
Questions medical office cleaning owners ask first.
One clinic contract is much bigger than my others. Can Gus help me see how risky that is?
Yes. He keeps each contract's revenue visible on its own, so you can see exactly how much of your business depends on that one client.
Do I need to track hospital-grade disinfectant differently from regular cleaning supplies?
It helps a lot. Gus keeps medical-grade supplies in their own line, since they cost more than standard products and your pricing needs to reflect that.
A clinic wants a HIPAA-related agreement before signing a new contract. Does Gus handle that?
No, that kind of legal document is outside the subscription. Your team keeps your books and taxes in order, but agreements like that need a lawyer or the clinic's own compliance team.
I clean at three different sites on staggered nightly schedules. Does that confuse the books?
No. Gus keeps wages tied to the site and shift they were paid for, so payroll makes sense against your actual nightly schedule.
My books are behind because I have been focused on landing new clinic contracts. Can you catch up?
Yes. Send the bank statements you have. Gus sorts them by contract, the accountant checks them, and most owners know where they stand inside a week.
Is a real accountant checking my books?
Yes. You get your own bookkeeper, Gus does the first pass on every transaction, and an accountant checks every one before your month closes. That same accountant prepares, signs, and files your business return. Goatkeeper is not a CPA firm, and we never pretend a person looked when they did not.
What does it cost, and can I cancel?
It starts at $197 a month, depending on what your business needs. No setup fee, no hourly bills, no contract. Cancel any time from the app, and your books go with you.
More in cleaning services
We keep books for the business next door too.
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What makes a bookkeeper worth paying for Every business we keep books for
Book a call
Pick a time. That's the whole signup.
Fifteen minutes with a real person on our team. They look at where your books are, tell you straight what it takes to get caught up, and get you set up on the spot if it fits.
- $197 a month to start
- An accountant on every transaction
- Cancel whenever